Event Best Practices

Great events energize supporters and move your campaign forward. These best practices help you plan events that achieve your goals.

A well-planned event calendar with a variety of event types

Who should read this

• Campaign managers planning events

• Event coordinators

• Volunteer leaders hosting events

Planning

Define Your Goal

Every event should have a clear purpose:

• Fundraising - Set a dollar target

• Volunteer recruitment - Target signup count

• Visibility - Media coverage, photos

• Momentum - Energize existing supporters

Choose the Right Format

• Large rallies - Build excitement, show strength

• House parties - Intimate, personal connections

• Town halls - Engage undecided voters

• Virtual events - Reach remote supporters

Timing Matters

• Weekday evenings (6-8pm) for working people

• Weekend afternoons for families

• Avoid competing with major local events

Promotion

Start Early

Begin promotion 2-3 weeks before the event.

Multi-Channel

• Email invitation

• SMS reminders

• Social media posts

• Personal calls to VIPs

Follow-Up

• 1 week before: Initial reminder

• Day before: Final reminder with logistics

• Day of: Last-minute push for attendance

Over-Invite

Expect 30-40% no-show rate. Invite more people than your capacity target.

Execution

Logistics

• Arrive early to set up

• Have clear signage

• Prepare backup plans (weather, tech)

• Assign roles to volunteers

Engagement

• Greet everyone personally

• Have sign-in for contact capture

• Include clear call-to-action

• Capture photos and video

Follow-Up

Within 24 Hours

• Thank-you email to attendees

• Share photos on social media

• Add walk-ins to database

Next Steps

• Follow up on commitments made

• Reach out to no-shows

• Analyze what worked and what didn't

Review event analytics to measure success and improve future events

Next Steps

• How to Create an Event

• Managing Event RSVPs

• Automating Event Communications